free wedding table assignment template

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5 Free Digital Wedding Seating Chart Templates to Simplify Planning

Organize your reception with these free resources.

Photo by KT Merry

Between wrangling late RSVPs, finalizing your wedding-day timeline , and planning for any remaining wedding vendor payments, the final weeks counting down to your wedding date can feel like an obstacle course at times. One of the most important tasks to complete during this time is finalizing your guest list and composing your wedding reception seating chart . Trust us when we say this is one task you do not want to put off; after all, it usually takes a few tries to get the right mix of guests seated together. Following a wedding seating chart template is one of the best ways to simplify the process of getting your lists organized.

When working on your seating chart template, you'll be mixing friends from different social circles, immediate and extended family members from both of your families, and other guests that don't necessarily fit neatly into a category, such as close family friends and work colleagues. Some of your guests will be single, while others are coupled up or married. It's important to consider the potential for family tensions or drama, such as where to seat divorced parents , as well as where people are at the stages in their lives—seating newlyweds with a single friend who recently went through a major breakup might not be such a great match.

The bottom line is, of course , you want everyone to have an amazing time at your wedding day celebrations, and your reception layout is a big part of that equation. With so much riding on the outcome, we totally understand how working on your wedding seating chart template can be more than just a little nerve-racking.

Before you begin a wall full of color-coded Post-it Note chaos, know that there are some pretty fantastic and free digital seating chart tools out there that can help you streamline the process. These can allow you to move guests around from table to table with ease, and even design the space you're working with digitally based on specs from your venue. These digital wedding seating chart template options produce easily sharable results, ensuring everyone from your venue and vendors to key family members are on the same page.

Wedding planner Annie Lee advises couples to take into mind a few tips before working on their wedding seating chart templates. First, get a spreadsheet organized that you can work from. "When you put your guest list in a spreadsheet always put the first and last name in separate columns," she recommends. "When you have to alphabetize this list later and you have the entire extended Maguire family in attendance, you'll be so glad it's sortable."

Meet the Expert

Annie Lee is the principal planner of Daughter of Design and founder of Plannie.com.

Lee also shares to remember the two most important guests on the list. "Don't forget to include yourselves," she says. "Couples always forget to add their names to the seating chart!" When you're finished, she advises to check your work. "Once your seating chart is complete, I always suggest making sure if you have 214 RSVPs that there are 214 seats assigned," Lee explains. "Can't tell you how many times two to three people were left off somehow!"

Ready to get started? Ahead, see five of our favorite digital wedding seating chart templates that won't require even a single cent of your wedding budget .

WeddingWire

By using the drag-and-drop seating chart tool offered by WeddingWire , you can customize a seating plan and choose table shapes, as well as keep track of your RSVPs, all in one place. Plus, the site allows you to easily share your fancy new digital wedding seating chart template once it's complete. You can print, export, or email your floor plan to your venue (as well as your parents) so everyone is looped in on the arrangement. You can also find this tool in an app version for download in both the App Store and Google Play .

Wedding Planning Assistant

Courtesy of Wedding Planning Assistant

Want to properly visualize your wedding? Wedding Planning Assistant has a free seating chart tool that can help you plot out your seating chart within your reception layout. We love how you can easily customize the chart and gage where guests are relative to other tables and the dance floor.

When professional event planners, caterers, and other vendors will pay to use an online resource to draft seating charts for their events, you know it's a good one. Fortunately, AllSeated offers couples complimentary access to its online suite of tools, which includes a library of venues around the country. It's possible your actual venue is already available in their catalog, scaled to size and ready to go. All you need to do is import your guest list from Excel and assign tables based on your to-scale floor plan.

This tool can seem a little bit overwhelming at first, with countless options to choose from for table sizes and other additions to the room, but once you sit down and dive in, you'll find that it's easy enough to navigate to build the perfect seating chart. Once you've completed the seating plan for your reception, you can also utilize this tool for other wedding-related events such as your rehearsal dinner and day-after brunch using the same master list.

While Zola's seating chart tool isn't as robust as those offering the ability to click and drag tables, it certainly will help set you up for success. You'll need a free Zola account to start setting up your seating chart, but once you're all logged in, planning will be a breeze. Add in the number of tables you're planning and assign guests to each table. The tool will visually display them based on RSVPs, allowing you to filter out certain groups. Once your list is complete, you can download the finished chart in an Excel spreadsheet for easy access.

Style Me Pretty

For those of you that prefer working with a spreadsheet, Style Me Pretty has shared an excellent, color-coded seating chart template that you can save to Google Drive. It doesn't have drag and drop functionality, but it's extremely simple to use—especially for those who love Excel and Google Sheets.

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Free Wedding Seating Table Plan Template Tool - Digital Download

By Louise Baltruschat Hollis

When it comes to planning your table plan and where guests sit, I know things can get a little tricky.

I want to take as much stress away as possible, which is why I created my wedding table planning tool . A customisable spreadsheet (Google Sheets & Excel) where you can test and arrange your guest’s places to your heart’s content!

Wedding Table Plan Tool Free Download

Over a thousand couples have downloaded this template and it’s recently been revamped to make it even better!

The seating plan organiser is fully customisable, movable, clear and easy to use . With three different types of seating plan layouts ; circular tables, rectangular tables and a U shape table plan.

Feel free to use it solely electronically, or print it out and scribble all over it! However you choose to use this download, I hope it’s useful and saves precious wedding planning hours so you can tick another to-do off of your wedding checklist .

👉 Check Out The Table Plan Tool Reviews

Hiya, I just wanted to say thank you so much for creating such an amazing seating plan template – we’re getting married on 16 th , and I had the tables all ready in Excel, but putting them in place on a doc was causing so much stress.  Thank you so much!

Review by Alice

Thanks Lou the seating plan template is brillant, it has saved me loads of time and spared me from a headache lol xxxx

Review by Karrie

Excellent and very helpful – thanks so much!x

Review by Renee

How Do I Plan My Wedding Table Layout ?

To plan your wedding tables, firstly liaise with your venue . Work out their popular and recommended layouts and scope out their tables. For example, do they have round or long tables?

Then look at whether there are any no-gos . For instance, is there an emergency exit that needs to be clear or a plug point you need for your lighting?

If you are having a DIY wedding venue, do a recce and work out the practicalities . Then look into which table shapes you’d like to hire.

Do you want to have a top table at the head of the room or a middle table where guests surround you? Perhaps you’d like a sweetheart table for the two of you to avoid any family politics. You may feel more self-conscious being sat in front of everyone, or you may wish to be front and centre. Either is fine. The most important thing? To do what you feel comfortable with and excited about.

If you are worried about being looked at during your meal, don’t fret. Guests will be busy eating, drinking and chatting amongst themselves to be watching you diligently.

Here are some table layout options:

• Round Tables
• Round Tables + Long Top Table
• Long Tables In Rows
• Curved Table
• U-Shape Table

Top Tips On Choosing Seating Wedding Layout

Choosing where guests sit can be one of the more emotionally charged parts of wedding planning. A lot of thought and stress can go into working out your seating plan. But, and this is a big but. Never, ever forget, this is your day and you need to do what you feel is right . Don’t feel you have to discuss seating arrangements prior to the day, you don’t have to!

That being said, if you do have some family divides and don’t know how to overcome them there are ways and means to do so. Firstly, if you have someone you trust to confide in, have a chat with them about the options. If you can, speak to the guest you are concerned about and see what they feel. They actually may not mind sitting with the person that they don’t get on with, or they may feel uncomfortable being at the top table.

Always try to be consistent. Giving one guest special treatment may leave other guests feeling left out. Or if you won’t change one table, try not to change others. Another key thing is to both back each other as a couple and have a plan on how to deal with requests before they come along. You can’t go around asking everyone’s mind due as you’ll be in a pickle with seating requests left, right and centre.

As a rule of thumb, seat guests in family and friendship groups . For the top table, choose your wedding party and parents/carers/guardians. If there isn’t space keep it simple and choose your closest loved ones. You know your family and friends best, so if you do want to give a heads up to someone feel free to.

Last but not least, you could ditch the plan altogether and let guests choose wherever they wish! I’ve featured a few weddings that have done so, and it may be a winner. But you will have to let go and remember on the day, it could take a little longer for guests to settle down for dinner.

So what are you waiting for? Snag the tool, straight to your inbox and get that table plan nailed!

Further Reading

• Wedding Budget Planner Spreadsheet – Free UK Download
• Free Download Printable Wedding Colouring Sheets for Kids
• Cost-Saving Budget Wedding Ideas That Won’t Look Cheap
• Mirror Wedding Table Plan Ideas

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Leave a Reply

I’m having trouble opening the attachment? Any tips would be appreciated. Maybe it’s just something odd going on with my laptop?!

Many thanks,

Sorry to hear that. The document is an Excel one if that helps the problem? X

There seems to be xslx and pdf in the document name. I not sure how to open it though. We are going through the horrors of seating plans at the moment, so any help is much appreciated.

Hi Nina… sorry about that, i think i have fixed it now…. hope it is useful 🙂 xx

Excellent and very helpful – thanks so much!x

Brilliant tool, I have been looking everywhere for something like this. Thank you 🙂

wow! I have spent hours looking and this is the best one and so easy to use! Thank you so much it is brilliant.

Thanks very much for this – very useful and saved me a lot of time faffing in excel

Matthew Cornforth

I am looking for the seating plan excel please? I cannot see it to download on the page.

Louise Baltruschat Hollis

Hello, to receive the download, please pop your details in the sign up box and they will be delivered to your email address 🙂

Comments are closed.

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© Louise Baltruschat Hollis at Whimsical Wonderland Weddings 2010-2023

Get your seating plan right for better events, with our collaborative free table planner.

Manage guests with ease.

Upload your guest list and specify meal preferences. Add any custom tags you need such as VIP or family.

And, easily delete or add guests as needed. That means plus ones are no problem!

Create visual seating with a click

Just drag-and-drop your guests into their seats as individuals or groups. You can event auto-seat all your guests in a click. Plus, find empty seats fast using our free table planning software. And, prepare catering and vendors with all the details with easy exporting.

Make clients and your team happy

Plan together with your team, clients, and vendors for a seamless experience using real-time collaboration. Keep everything for each event - from diagrams to contracts and photographs - in one place.

Plus, share your table seating plans for clients to watch as you instantly make edits they request. And, let clients make their own changes with special access.

Millions of unforgettable events begin here.

Entice clients everywhere.

Sell a vision of your space and upsell on critical details with stunning, photo-realistic 3D diagrams.

Create custom diagrams fast

Provide a personalized experience and save time with templates, favorites, and customizable objects.

Keep event data clean

Save time and hassle with diagram versioning and version restore tools; and offer smart automation tools for seating, catering, and guest lists.

Perfect any size event

Confidently scale the attendee count and square footage for your event without a loss in performance.

Collaborate in real-time

Strengthen relationships by inviting clients or vendors to watch and comment as you make changes on diagrams they can see.

Keep everything in one place

Keep everyone on the same page from start to finish by storing files for any event in one place and seeing event history.

Count on us

Rest easy knowing a world-class customer services team is just moments away when you call, email, or message.

Empower planners

Simplify setup with quick seating and check-in. Easily identify special guests and VIPs to offer an exceptional experience.

Provide exceptional service

Get the order right everytime and avoid stress about food allergies with simple meal management for your catering staff.

Save a copy of this information

Download this PDF for a full overview of Event Services Solution, that you can share with your team.

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The easiest way to create a table seating plan for your wedding, celebration or event

Free Table Seating Plan Templates

Download and print our free table seating plan templates. They are available as PDFs, as images (PNG format) and as PerfectTablePlan files. See below for details of how you can edit the PerfectTablePlan files to create your own floor plans for free.

You can edit the PerfectTablePlan files above and create your own floor plan for free in our PerfectTablePlan software. It only takes a minute to download and install. You only need to buy a licence if you want use PerfectTablePlan's powerful seat assignment capabilities for 30 or more guests.

Assign guests to seats in PerfectTablePlan automatically based on their preferences (e.g. put A near B, but not near C) or using drag and drop. Much easier than using a template!

• Download and unzip the appropriate PerfectTablePlan file using the links above.
• Download and install a free trial of PerfectTablePlan for Windows or Mac.
• Start PerfectTablePlan.
• Select File>Open and select the downloaded PerfectTablePlan file.
• Edit the floor plan as required.
• Once you are satisfied with your floor plan you can File>Print or File>Export it.

See how to create your own table layout in PerfectTablePlan:

These templates brought to you by PerfectTablePlan

The easiest way to create a table seating plan for your wedding, celebration or event.

Free Wedding Seating Chart Templates

Templates to Help You Seat Your Guests

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• B.S., Business Education, Emporia State University

These wedding seating chart templates will help you plan one of the most important yet overlooked aspects of planning a wedding, where your guests will sit at your reception and who they'll sit with. A good seating chart will make sure that the reception goes smoothly and everyone has a lot of fun.

All of these wedding seating chart templates are free and can be printed out from your home computer. Some of the seating charts are completed first on the computer and then printed, while others allow you to print first and then arrange the tables and guests for a more hands-on approach.

After you've completed your wedding seating chart template, it's easier than you think to find more wedding freebies and templates for planning your big day.

Wedding Seating Chart Tool

WeddingWire

Wedding Wire has designed an easy-to-use online application that will help you plan the seating chart for your reception. 

You begin by designing your floor plan with the types of tables and the amount of seating you'll have, as well as where the DJ, gift table, dance floor, and cake table will all go.

After you've set your floor plan, you can enter your guest's name and then use a simple drag and drop method to place them at tables. Wedding Wire makes it very easy to make changes during this process.

When you're finished, you can print, export, or email your floor plan as well as create reports of your guests.

Wedding Seating Chart Template

Style Me Pretty

Style Me Pretty has a free wedding seating chart template that you can download and edit in Google Docs.

This is one of my favorite seating chart templates ​because it works for any type of table structure you might have for your reception. Just click and type to enter who you want sitting at which table, and use copy and paste to make changes.

While it's lacking a floor layout, this is an excellent way to making a seating chart if you're not sure about table sizes and layouts yet.

Wedding Seating Chart Program

  AllSeated

AllSeated has a fantastic online wedding seating chart program that lets you create a floorplan for your ceremony or reception. 

There are tons of options for table shapes and sizes, along with other furniture and features you have in your venue. The drag-and-drop system makes it easy to place and move items around.

When your floorplan is complete, you can view it in 3D and share it with others.

Other tools like a guest list manager are included, making this a great program to manage your guests from start to finish.

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Wedding seating chart : seat all your guests in minutes

Seat unlimited guests, right from your guest list, customize your floor plans for multiple wedding events , easily download, print, and share your chart, seamless seating chart maker: seat, share, celebrate.

Wedding seating assignments made easy

• Categorize your guests by group
• Add cake tables, dance floors, and more
• Export PDFs to create your seating chart poster

Customize seating for every wedding event

Choose the shape of your tables, number of seats, and layout of the room for all your wedding celebrations, not just the reception.

Upgrade your experience & save on your paper suite

Unlock premium seating chart features to seat unlimited guests and get $15 off your next paper purchase! * See terms

Our team is always here to support you

How do i use zola's seating chart maker.

Zola makes it easy to seat all your guests in minutes. You can create your layout digitally with circular or square tables, the number of seats you need, and even custom areas for the dance floor, cake table, and more. Then, drag and drop your guests at each table and customize to your liking. Finally, easily export or print to share with your wedding planner and venue!

What is a wedding seating chart?

A wedding seating chart is a map or diagram of where all your guests will sit at your reception or other events, like your rehearsal dinner.

Is there wedding seating chart etiquette?

As you plan your wedding seating chart, there are a few considerations to keep in mind. Our biggest tip? Keep your guests“ personalities and interests top of mind! Check out even more of our seating chart tips .

How do I organize my wedding reception tables?

It's a good idea to group wedding guests based on what you think they'll enjoy the most during your reception! Sometimes that means seating family or friend groups together, while other times it means pairing people together who may not have met before but have a lot in common. Zola's seating chart maker makes it easy to create a custom floor plan based on your venue's specifications!

How should I organize my wedding ceremony seating?

There are many ways you can configure your wedding ceremony seating chart, but typically, VIPs like parents, grandparents, close family, and the wedding party sit in the first two rows.

Do you provide a wedding seating chart template?

Yes! We'll ask you for some basic info, like the number and size/shape of all your tables, then we'll place them around a dance floor for you to start. You can customize anything you want from there!

Having a clear floor plan for your wedding will help everything run much more smoothly! And with Zola“s seating chart maker, you can quickly and easily seat all your guests and have a layout to share with your wedding planner and venue. Pro tip: having a seating chart also makes it easier to organize your place cards .

Can I print my seating chart template and create a poster to display at my wedding?

Yes! You can export a PDF of all your wedding guests' names and table numbers to have printed.

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Wedding   Seating Chart Tool

Streamline your floor plan. Use modern tool to plan where your guests are seated.   Create your personalized wedding plan. No hidden fees!   No sign-up required!

The Easiest Way to Create a Perfect Floor Plan

Gone are the days spent working out table plans on a giant piece of paper spread out over the living room floor, covered in post-it notes and scribbles. With crossing-outs and arrows everywhere showing where guests should be moved to, mixed in with notes about vegetarians and those allergic to nuts. It was not the most efficient way to work. Thankfully, now, a good wedding seating chart tool eliminates all the stress and wasted time couples once experienced. By offering a seamless, easy to use template that can be dropped and dragged to create the perfect floor plan in minutes.

These days, there are a few online apps available to couples, that help in creating a successful reception. The seating chart tool , for example, is a popular one. But we feel our chart maker offers an even better experience, especially when you consider all the other tools we provide alongside it – and all of it for free!

Why a Wedding Seating Chart Tool Offers the Easiest Way to Create a Perfect Floor Plan

One of the most important aspects of a good wedding seating chart tool, is ease of use. Couples would rather not spend hours getting used to an application, or reading about how to operate it. They need something they can pick up and start using straight away. Which is precisely what we feel our floor plan creator offers.

Save Time When You Need it Most

Typically, couples put together their seating arrangements towards the end of their wedding planning journey. As seating charts cannot be completed without receiving all the RSVPs back from guests. Which is why physically created floor plans often become a bit of a mess, and take ages to create. Usually requiring many do-overs to come up with the finished article.

Having to re-do a seating plan over and again, by-hand, takes time, lots of it. And time is so precious in the days and weeks leading up to a big day. Every spare minute needs to be accounted for, otherwise important aspects involved in the celebration will get forgotten, or just not done.

Which is why an online wedding seating chart tool is such a lifesaver. It will give you back countless hours, days even, that you would have wasted toiling over a physical floor plan . Within seconds of landing on our maker, you’ll be uploading your guest list from Excel, and quickly placing guests at tables. While also dropping in significant pieces of decor, and organizing where the stage, DJ and dance floor should be.

The Easiest Way to Create a Table Plan for a Wedding

We pride ourselves on how easy our free wedding seating chart tool is to use. No matter your experience with creating floor plans, or even using computers, you’ll find our system is effortless to navigate and create professional results. Which will become especially useful when you want older relatives to collaborate on your project. As often, their competency with online software is more limited than those tying the knot.

Our simple drop and drag system will gift your parents, or any older relatives, the ability to instantly help you find the perfect place for each of your guests. A godsend when you haven’t seen certain relatives, or friends of the family for many years. And you just don’t know who to sit them with!

Quickly Download & Send Your Seating Chart to Vendors

We understand how vital the information on your seating chart, and guest list is to various vendors involved in your wedding day. The catering team in particular will need to know how many guests to expect, where those with allergies will be seated, which guest chose which meal and everyone’s dietary requirements. That’s a lot of information, and while an Excel spreadsheet is a wonderful tool for displaying all of this, often it’s better to see a more visual representation.

Once you’re happy with your completed wedding seating plan, you can use our PDF tool to instantly download your chart for free in A1. The perfect paper size for your catering team to print out and have on display in the back, where all the servers and chefs can see it. Ideal for when the team has a selection of different dishes in front of them ready to go, and need to instantly see where they should go. As each guest will be clearly marked with their meal preference, and potential requirement.

No sign-up needed!

If you don't want to create account, no problem. You can remain here and work in private mode.

Andy Hammond

Wedding expert and writer working for wedding industry

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The online Wedding Planning Assistant comprises a comprehensive collection of professional tools designed to assist you in independently organizing your celebration seating chart.

We offer an international wedding planner service , open to all. Soon we hope to make our software available in all languages, so far, we have created versions for these languages:

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YOUR WEDDING SEATING CHART CHALLENGES RESOLVED

How to make a wedding seating chart? Based on your RSVP list and floor plan, assign guests to tables based on family, family, friends, or other groups of guests that you want to sit together. Once you have assigned guests to tables, you can start assigning seats. Personalize Minted's wedding seating chart template to reflect yours. For further guidance, you can read Minted’s helpful guide on creating a seating chart .

How should I organize the chart for an easy read? There are 2 ways to do this:

• By Table Number: List guest names alphabetically by last name under each table assignment.
• Alphabetical by Name: List every wedding guest in alphabetically by last name. Next to each guest’s name you can list their table assignment. This is recommended if you have guests more than 80 people.

What is the size of a wedding seating chart? Minted offers two sizes of weddings eating charts: 16” x 20” and 18” x 24”. Choose based on your space and the number of guests.

Where should I display the seating chart? Consider the entry area to the dining area or the welcome table where gifts and the guestbook are located. High visibility areas are your best bet. Using an easel is a classy and simple solution. You may also consider framing it or hanging it with ribbon.

Read more ▶︎

For wedding planning veterans, it is a well-known fact that organizing a wedding seating chart can be a challenge. It is typically finalized weeks leading up to the wedding as the final RSVPs come in and table assignments are shuffled around to accommodate confirmed guests. There are countless ways to create your seating arrangements, such as grouping guests that have similar friends, live in similar areas, or maintain similar ages. There is also the added pressure of how you decide who sits at table 1 and how immediate family members should be grouped.

We understand that creating your wedding table seating can be overwhelming, no matter how you decide to organize the dining arrangements at your reception. Once your game plan is finalized, Minted is here to help ensure your layout is clearly communicated in a design-forward way so every guest can find their seat with ease. With over 40 original seating chart designs to choose from, you are sure to find one that speaks to the theme of your wedding, whether it’s modern, beachy , classic, vintage , rustic , bohemian, or otherwise.

YOU HAVE OPTIONS: TWO ORGANIZATIONAL FORMATS

There are two traditional ways to alert guests of their seating arrangements. Each of Minted’s wedding seating chart poster designs can feature either organizational option. If you’re looking for the pros and cons of both, review our helpful guide to creating a seating chart .

• By Table Number: Your seating board can opt to be organized by table numbers, listing guest names alphabetically by last name under each table assignment. This allows guests to quickly see all the people sitting at each table and who may be near them.
• Alphabetical by Name: This option simply lists every wedding guest in alphabetical order. Next to each guest’s name you can list their table assignment. It is recommended that you list alphabetically by the last name.

LET’S TAKE A CLOSER LOOK AT MINTED’S SEATING SIGNS

Weddings are personal, and there is no reason why your wedding seating chart design can’t reflect your personal tastes and style. In addition to style, we allow you to order as many signs as you need to accommodate your guest list size. Depending on where you opt to display your signage, customize the size to be either 16” x 20” or 18” x 24” to best fit your space. Additional customization features include easily manipulating the color theme to correspond with your wedding look.

Complete your personalization using our online tools, allowing you to save time and money in lieu of hiring a graphic designer or calligrapher. When completing your order, select between two luxe paper stocks. Our Signature option is our classic cotton-texture offering Minted customers have grown to love over the years. Upgrade to our DoubleThick option if looking for a sturdy and durable material that can better withstand outdoor elements. Finish off the presentation by selecting either square edges or rounded edges.

VARIED DESIGNS FROM DIVERSE ARTISTS

Minted’s designs are created by artists from over 50 states and 100 countries. Because our artists have such different backgrounds and perspectives, our themes and looks are broad and range from rustic to tropical to floral, and everything in between. Our wide and continually refreshed assortment ensures you’ll have a one-of-a-kind look for your wedding, as each seating poster design is exclusive to Minted. Not only do the themes differ greatly, but so do the art mediums and techniques used to create them. Shop clever creations made from watercolor, graphic art, typography, and more. Find a sign that matches other wedding stationery you have ordered such as your wedding invitations or place cards . We also have a wide variety of wedding signs so you can broadcast cohesive information to your guests throughout your venue.

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We uncover design genius through ongoing design competitions. At Minted, all that matters is good design. Designers submit, and the Minted community votes to tell us what to sell.

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Episode Show Notes

A Template For Your Wedding Seating Chart and Tips

April 10, 2022

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Whether you’re a couple about to get married or you’re a wedding planner, you would probably love to find a template for your wedding seating chart to make the table assignments process easier and stress-free. If so, you may be wondering:

• Where can I download a template for my wedding seating chart?
• How do I assign the table assignments in my wedding seating chart?
• Who should I assign to a table first in my wedding seating chart?
• How should I set up the template for my wedding seating chart?

Wedding table and seat assignments can be a dramatic endeavor fraught with tension and disorganization. Lucky for you, in today's blog post, we're reviewing the basics of wedding table seat assignments. I'm also providing you with a template for your wedding seating chart!

If you're new around here, hi, I'm Desiree. I'm a wedding planner based in Rochester, New York and the host of the podcast Ask the Planner . I've been doing seating for events and weddings for longer than my skincare routine would have me admit). I can't wait to help you with this important topic for wedding planning.

NOT READY TO START ASSIGNING GUESTS TO A TABLE? SAVE THIS POST SO YOU CAN COME BACK TO IT LATER!

LISTEN TO THE EPISODE NOW:

Listen & subscribe on your favorite platform (search for episode 61):  .

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You can also listen on your Alexa-enabled device. Just ask “Alexa, play the Ask the Planner podcast.”

EPISODE 61HIGHLIGHTS:  Wedding Table & Seat Assignments 101

To fast-forward to a specific part of the podcast episode, check out the timestamps below:

• Life update: Waterpark mishaps  [07:55]
• Paper and pencil Approach [12:58]
• Social Tables Tactic  [17:56]
• How to Organize your Guests  [22:00]
• Seating Chart Etiquette [25:07]
• Personal Account: Don't Separate Couples [27:54]
• Tips for the Wedding Day! [32:17]
• Episode recap [34:24]

Links Mentioned in the Episode

• The Ultimate Wedding Planning checklist
• Visit the ASK THE PLANNER Wedding Planning Templates Shop 
• @AskthePlannerPodcast on Instagram
• Book a 90-minute Clarity Call to get wedding planning help specific to your unique situation

Thank you to our podcast sponsors! 

• LoveStream – Get 10% off ANY virtual wedding package with my code Ask10 !

And if you prefer to read, here's the summary of the podcast episode!

I’m excited to share this blog with you because I personally love seating. Making a wedding seating chart feels like a big giant puzzle to me. I find it very cathartic to put together different floorplans in the space. And then I think it’s actually kind of fun to plop each little body into their seat. But I get not everyone’s like me.

So today we’re going to talk about 4 main things when planning your wedding seating chart:

• Tools to make your wedding seating chart, whether you’re a paper and pencil or tech-savvy type of person, I have a solution for you.
• The seat assignment process – who you should seat first, second, and so on.
• Etiquette to consider for your wedding seating chart
• Organizational tips for your wedding day

1: Templates for Your Wedding Seating Chart

Before we dive into the actual seating, first I’m going to talk about what you’ll need to track your seating.

• Paper and Pencil
• Excel Spread Sheet
• Social Tables

Okay, now the old-fashioned way to do seating was with paper and pencil. Some people like to do it this way because they’re visual and they don’t like tech. I personally think this is the slowest, but if you're tackling seating all in one weekend with your parents, this method could work.

To do this, type out each person’s name and put them on a strip of paper that you will then cut out. You could also write them all on small sticky notes. I recommend putting one name per sheet, instead of by couple so you can see quickly how many you have at each table.

Next, you would either draw circles on a poster board or use paper plates. These circles or paper plates represent your tables. Hopefully, they’re laid out like the floorplan of the room where your wedding reception will be. 

Then you would move the sticky notes to each plate based on where you want them to sit. Once you're done assigning each sticky note to a plate, you would then record them in a spreadsheet to give to your calligrapher or to upload to Minted for your escort cards.

2: Spreadsheet for Your Wedding Seating Chart

The next way to set up your wedding seating chart is with a spreadsheet. Across the top of the columns, you have Seat #, Table Number, First Name, Last Name, Meal Selection, and Notes.   Next, you would look at your floorplan and number each table.   I like to start with Table 1 closest to the main doors. Table 2 is next to it on the right, and so on. However, the important thing here is not to number your tables based on rows. Instead, you need to snake the numbers around the room.

So for example, say I had 3 rows of 5 tables each. Table 1 is on the far left. Table 2 is next, all the way to table 5 on the far right.

Table 6 would be right next to Table 5 in the row adjacent to it. It would NOT be under Table #1 because guests don’t move around the room like that.

Next you would go down the first and second columns and number them by the number of seats at each table. So if Tables 1 and 2 had 8 seats each and table 3 had 10 seats, you would number it as follows.  

First seat, table 1.  

Second seat, table 1.

Third seat, table 1. etc etc. 

You would do the same for Table 2.

You would do this for as many tables you have in the room – not based on how many guests you will because some tables will have 1 or 2 open seats depending on how the couples and singles shake out. 

3: Using Social Tables for Your Wedding Seating Chart

The third and final template or tool to set up your wedding seating chart is my favorite and uses a tool called Social Tables . 

Social Tables is a seating platform that I’ve been using since I can remember – over a decade now. I used to actually appear on their marketing videos long, long ago when I lived in D.C. as they were just starting out and my company worked with them closely to get the platform up and running. 

Social Tables is great because they have a spreadsheet import tool that takes your guest list and adds it to the platform before you assign everyone to a seat. 

Then, you take each little person and just drag and drop them to a table. So it’s like our Analog version of paper plates and sticky notes, but much faster and wastes less paper. 

Once you’ve dragged and dropped each person onto a table, you can export the list and give it to your calligrapher to write out your wedding seating chart.

You can either track all your RSVPs in social tables with everyone’s meal selection or you can track it outside of Social Tables and import it into the platform so that when it spits out your report, it also has everyone’s meal selection with their table assignment.

Here's a video on the Social Tables website to help you get started.

Wedding Seating Chart How-To

Okay, now that we’ve talked about the ways to set up your seating chart, let’s talk about how to go about assigning everyone to a table.

1) Assign Your VIPs to a Table

Naturally, you'll want to assign yourself and your partner to a table. Will you be sitting with your wedding guests or at a sweetheart table?

Next, decide if you’ll be sitting with your wedding party or your family. 

There’s no right or wrong way to assign this. It will really depend on how big your wedding party is and how big your family is.

I’ve had it where the couple sat with their siblings and their parents all at the head table and they only needed 10 seats. Then their wedding party, which was small, sat at the tables next to them.

You could also do the reverse and sit with all of your wedding party. Then, your parents can sit together to allow them more time to visit with one another and bask in their children's nuptials. 

If there are too many at the head table because some of your parents have remarried, consider giving each of your parents their own tables to host. Then, they can sit with their siblings or your godparents, their siblings, etc. It’s up to you as you know the family dynamics.   If your parents aren’t seated next to you, make sure all their tables are equidistant to yours so no one feels slighted. You can even make it so that the parents are seated so that they face your table so they get the best view of you. It all depends on how much you thought you want to put into it.

2) Assign Family or Friend Groups to a Table Second

After you've assigned your VIPs to their tables, next you and your partner should assign friend groups and important family members. Start with whoever is more important and where you want them to sit. Do you want your friends to sit closer to you or do you want to give them a seat closer to the bar?

Do you want your family to be close to your parents or will they want to be closer to the dance floor? Do you want to prioritize your aunts and uncles over third cousins? There are lots of different scenarios to consider.

3) Assign Your Remaining Guests

These are the people that you care less about where they sit but they need a place to sit. You can use them to fill in holes in the tables, or they get their own table. It really depends on how many there are. 

If the remaining people are friends of your parents, ask them to help guide you on where and with whom they should sit. 

Other than that, just be patient and be open to moving people around based on how many you can seat at a table.

Seating Chart Etiquette

Of course we can't discuss table and seating chart assignments without touching on etiquette and do’s and don’ts of seat assignments.

1) Seat people together that have like or common interests.

You don’t always have to seat all your high school friends with only other high school friends. Definitely make sure someone has a friend at each table, but consider mixing it up so that guests can get to know other guests at the wedding. 

2) Avoid Having a Singles table.

Even if they’re part of your “leftovers” meaning they didn’t fit into a specific category or they don’t know a lot of people, make sure you take them into consideration and seat them with people of similar interests or backgrounds. Or if someone is particularly quiet or shy, seat them with someone that will be warm and inviting. I’m not advocating for seating them with the most gregarious and talkative of the group, but putting them with someone that will engage them and include them in the conversation will make them feel appreciated and thought of, which will go a long way in how they enjoy the evening. 

3) Consider Having a Kids Table

It can be nice for younger guests to be seated with their peers. They’ll enjoy having company with people near them in age. You can even provide them with coloring sheets or another age-appropriate activity. This will also help the servers avoid unknowingly setting a glass of champagne at their seat if they know it’s a kids table.

Just try not to seat them too far from their parents so they can keep a close watch on them and avoid any mishaps from taking place. 

4) Avoid Separating Couples

I’ve talked about this in past blog posts, but please DO NOT SEPARATE COUPLES. Do not seat one person in your wedding party at your head table and then put their spouse, partner, or date at another table. 

First of all, it’s rude. You’re basically telling the other person that they’re second class and they don’t get to sit with their husband, wife, or girlfriend. While they’re there to celebrate you, they’re also there to  enjoy a nice evening with their significant other. Nothing will ruin that faster than making them sit at different tables.

This happened to me once and I will never forget it. My husband, to whom I’d been married for seven years, was seated with the bride and groom. I was seated at a table with my back to him you know so I could turn around all night and talk to him and not talk to the people at my table. 

The couple also sat another wife next to me because her husband was also seated at the head table (my husband was a long-time friend and the other husband was a cousin / close friend). But if I’d known I wasn’t going to sit with my husband, I might not have hired a babysitter and stayed home with the kids.  

Maybe that’s selfish on my part, but I’ve mentioned this on Instagram and other places and other people have passionately agreed with me that they hated it when it happened to them. 

Remember: People remember how you make them feel, so make sure you consider this when you assign people to their tables. 

Tips for Wedding Day

And that brings us to our final segment, which is tips for the wedding day.

1) Bring Extra Copies of Your Wedding Seating Chart

I’ll keep this part brief. The main thing is to have extra copies of your seating chart for your caterer and wedding planners so they know where guests are in case they need to locate them.

2) Note Allergies and Dietary Restrictions on Your Wedding Seating Chart

Make sure you note any allergies or dietary restrictions in your seating chart. Your calligrapher likely won’t need this, but your caterer definitely will.

3) Note the Open Seats on Your Wedding Seating Chart

Finally, make sure you note ahead of time where there are open seats at tables. For example, if most of your tables can seat 8 but you had a couple that only needed 7 seats, make sure you note that in case you have any last-minute guests show up and you need a place for them. This will let you know where you can shuffle some guests around and avoid putting guests at an already full table.   And seriously, pay attention to the seating chart. You can only physically fit so many at a table. There’s only so much room for china, flatware, and glassware. At a certain point, it will be comical and messy. So try to avoid overloading one table.

If you have questions about any of this, I would love to know. Just leave a r eview of the podcast on Apple Podcasts and write your questions in the review and I’ll incorporate them into a future episode.  If there are specific guests you want me to interview or topics you want me to cover in a future episode, let me know who that is in your review, too! 

If you want even more help with your wedding planning, I’m only a phone call away, and you can schedule a 90-minute clarity call with me where we’ll talk through a specific issue or question you have. 

For those of you that are excited to plan your wedding on your own, check out my Ultimate Wedding Planning checklist in the Wedding Planning Templates Shop . It’s one of my most popular items and for a good reason!

If there’s something that you’re looking for that’s not in the shop, just let me know. I want to create resources that you want and that will help you!

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10 Free Seating Chart Templates to Simplify Planning

Praburam Srinivasan

Growth Marketing Manager

February 13, 2024

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Event planning is deceptively difficult whether you’re organizing an elegant wedding or a work event. Things like seating arrangements seem easy until you’re knee-deep in a DIY Excel sheet with a migraine coming on.

We highly recommend skipping that part and using a seating chart template instead. 🙌

Seating templates help you visualize where people will sit in a room or during an event. And they’re a must for any situation that calls for assigned seats.

We’ve highlighted 10 seating chart templates to help align your guest list with your plan—and sidestep the headache. 

How to make a seating chart

1. clickup classroom seating chart whiteboard template, 2. clickup wedding planning scope of work template, 3. clickup classroom management plan template, 4. clickup conference room sop template, 5. clickup how to plan event template, 6. smartdraw seating chart templates, 7. visual paradigm online seating chart template, 8. canva wedding seating chart template, 9. bridal shower seating chart template by template.net, 10. edrawmax seating chart template.

What Is a Seating Chart?

A seating chart visually represents where people will sit in a room or venue. It displays each chair’s location, often clustering them into tables, groups, rows, sections, or levels with identifying numbers, letters, colors, or names for convenience.

Seating charts are helpful for things like:

• Corporate events and celebrations
• Professional presentations
• Business conferences
• Assigned seating workspaces

The charts allow you to design a seating plan of where each guest or attendee will be located so you know you have enough space for everyone. It also lets you keep Lindsey away from Kim to avoid bickering at your wedding party (all bets are off on the dance floor, though).

Most effective seating charts start with editable templates. Look for an editable seating chart that lets you change the number, size, and positioning of the tables and chairs.

Using event planning software makes this more manageable, especially if you work with something intuitive like ClickUp Whiteboards .

Here’s a breakdown:

• Find the best seating chart tool or event planning template  
• Pick table shapes (e.g., long tables, round tables, u-shape tables, rectangular tables, etc.) and position tables 
• Decide if you’ll have a head table (aka VIP table) and where to place it
• Organize tables according to the venue size and shape
• Create table numbers, names, or colors
• Group guests or attendees (e.g., friends, departments, teams, common interests, alphabetical order, etc.)
• Choose assigned seating, keeping things like accessibility in mind
• Print physical copies (printable seating charts for the win)

Some charts assign people to a table and let guests decide where they’ll sit around it. Others choose a seat for each person. How detailed you want to make it is up to you.

10 Free Seating Chart Templates

You’re probably eager to get to the good stuff by now, so allow us to introduce you to 10 of the best seating chart templates around.

And since event project management is hard enough without worrying about pricing, every template on this list is free! 💸

The ClickUp Classroom Seating Chart Whiteboard Template is a must-have for educators. It’s also perfect for training events, seminars, and wedding parties.

Use ClickUp’s editable seating chart template to visualize your classroom’s layout and create an organized table seating chart with the best Whiteboard software . 

This template has tools to maintain social distancing, color-code each table, and track student schedules and grades. The minimalist chart design can accommodate any number of seats in any size of room or venue.

Collaboration features and real-time updates also allow students (or guests) to get involved in choosing their seats. Or you can take complete control of the fun to design the perfect seating chart for your unique classroom.

ClickUp’s education features are accessible on the Free Forever plan and designed to help classroom heroes everywhere. They’re also helpful for event project managers, wedding planners, and anyone else organizing an event or creating a seating plan.

The ClickUp Wedding Planning Scope of Work Template goes beyond a wedding reception seating chart. After all, wedding table assignments are just one item on any wedding planning list. 

Use this template to establish clear timelines and deadlines for each task, from confirming RSVPs to organizing service providers for the reception.

This free wedding planning template simplifies the process by bringing everything together in one dashboard. You can define and document the scope of work for each vendor, coordinate and communicate with everyone involved, and define the scope of work for the entire wedding planning team.

ClickUp’s Events features also allow you to track and manage tasks, deadlines, and budgets so you can plan an unforgettable party every time. The Free Forever plan gives you unlimited access to customizable templates, views, calendars, and more.

The ClickUp Classroom Management Plan Template gives educators everything they need to create a thriving classroom environment. 🧑‍🎓

Use this tool to create an organized overview of your classroom, student behavior, grades, lesson plans, and anything else you need.

This template has what you need to create manageable student expectations, objectives, and goals. It also streamlines communication with students and parents, resource organization, lesson plans, and daily operations.

ClickUp has you covered whether you need an itinerary template , a seating chart maker, a collaboration tool, or all of the above. And the best part? You don’t need to pay anything! Free Forever members have access to dozens of tools, templates, views, and customization features with no limits.

The ClickUp Conference Room SOP Template takes some of the work out of the planning and coordination that goes into running a successful conference room.

Use it to streamline the entire process of conference room planning, from booking to cleanup, with everything in between.

This template does it all. You can standardize room procedures, track supplies and equipment, eliminate double bookings, and enjoy smooth, effective meetings every time. And since ClickUp has fantastic collaboration features, it’ll improve communication to keep everyone on the same page.

ClickUp is a game changer for project managers and team leaders everywhere. Those who’d like to go beyond the ClickUp Conference Room SOP Template also have access to conference agenda templates , meet-the-team templates , and so much more on the Free Forever plan. The possibilities are endless.

The ClickUp How To Plan Event Template is essential for party and event planners, project managers, and anyone else trying to organize a memorable gathering. 🥳

Use this checklist-style template to keep track of everything you need to do before the day of your event, complete with deadlines, progress updates, and collaboration features.

This template has features to count down to the day of your event, keep track of your budget and spending, record RSVPs, and create detailed task lists. Invite your team members, guests, and other stakeholders to update their progress in real time and keep lines of communication open.

Use ClickUp’s Events features to go beyond this to-do list and into event and timeline management, event invitations, and task sharing. You can view your event from every angle and access free, customizable templates for everything you need. 

And it’s all available on our Free Forever plan. 🙌

The SmartDraw Seating Chart Template is a no-frills seating plan for weddings and other events.

Use it to pick a floor plan, choose table sizes and shapes, and organize everything with simple diagrams and guest lists. You’ll start with a pre-made seating arrangement for specific event types and customize your chart.

This template lets you name tables, assign seat numbers, and create lists of who will sit at each table. You can also visualize the entire venue or room you’re working with to ensure attendees or wedding guests have enough space to move around comfortably.

Depending on how you plan to use your seating chart, SmartDraw lets you drag and drop doors, appliances, and other room features for a head-on view or stick to tables and chairs with a top-down perspective. It’s free for seven days—pricing starts at just $5.95 after the free trial.

The Visual Paradigm Online Seating Chart Template is a straightforward solution for event planners everywhere.

Visual Paradigm Online (aka VP Online) offers a collection of customizable charts to give you a head start for creating your next seating plan. You can save diagrams as JPG, PNG, SVG, and PDF files and use provided symbols and props to represent your event’s venue or room.

Choose from several templates for restaurants, classrooms, weddings, living spaces, and offices. Then, add tables, desks, chairs, and assigned seating to track where everyone will sit and how many guests you’re accommodating.

Start creating your seating chart for free and sign up for VP Online’s Free plan, which allows you to use several of the program’s features. Free users will encounter daily activity limits, file size limits, and locked advanced features, but you should have everything you need for basic seating plans without spending anything.

The Canva Wedding Seating Chart Template is a fantastic option for fancier seating charts. It has basic features you can easily customize in just a few minutes. 🙌

Use this template to create simple table layouts, giving each table an identifying name to keep things organized. At the bottom of the template, you can list which guests will sit at each table.

This template is perfect for those who want assigned tables without specific seats. And since Canva is made for customization, you can adjust the colors or choose from other seating chart lists to make the template your own.

Canva can also work for creating wedding invitations and other design- or photo-heavy documents you need for your event. And the Free plan allows you to use most features to get the job done. Free users will encounter limits for file size, storage, number of documents, and how each document can be shared, saved, or printed.

The Bridal Shower Seating Chart Template by Template.net is a quality option with floral decorations and graphic files.

Use this template to list which guests are assigned to each table number so everyone’s on the same page when guests arrive.

This floral template is easy to edit, allowing you to customize fonts and the number of tables/guests at your bridal shower. It’s simple and can also be used for wedding guest seating in small to medium venues where you don’t need a map of the table layout. 🌸

After making a free account, users can download three templates daily from Template.net at no charge. You’ll also have access to various other templates for almost any event you plan.

The EdrawMax Seating Chart Template is an option that lets you create a simple seating chart to send to your guests.

Use this template to create a venue map, table numbers, assigned seat numbers, and list which guests will occupy each space. You can also apply color coding so guests can easily find their seats.

The free seating chart template has multiple venue types, table sizes, and seating arrangements. And if you don’t see what you need on this template, you’ll have access to other seating chart templates that might suit your needs.

EdrawMax offers a 15-day free trial to access their 2D templates to start planning your event. Once the trial is up, monthly membership fees start at $14.95.

Seating Simplified

Want to take some of the stress out of your planning? These free seating chart templates are an excellent place to start.

They’re essential for anyone who wants to organize and plan seating efficiently, whether you’re an event project manager, a teacher, or a couple looking to save money on wedding planning.

Seating chart templates ensure everyone’s seated comfortably and in the right place every time. So try them yourself and see how they can improve your planning experience. Sign up for ClickUp today—it’s free!

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Table Assignments

Most guests like to know where they are going to sit at a wedding reception, so use the Wedding Planner Table Assignments worksheet to seat up to 12 guests at each table, along with nine people at the head table.

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Wedding Seating Chart Template

Getting married is a big step, and you want to make sure everything goes perfectly.

But it can be difficult to know where to begin when it comes to planning the reception.

One of the very important parts is definitely the seating arrangement for the wedding.

Of course the total number of guests also depends on the venue, and a wedding seating chart template can help you get a better idea where, and in what arrangement to seat your guests.

Weddings are one of those events when you need to sort and organize people.

It is important to make sure that each guest is seated in the best place to enjoy the reception.

A wedding seating chart template will for sure simplify your task of seating and organizing all your guests in an unfamiliar venue.

Wedding Seating Chart Template 101

What is a wedding seating chart template?

A wedding seating chart template displays the positions of guests at a wedding event.

Why is a wedding seating chart template important?

A wedding seating chart template is important because it can help you organize your wedding reception by assigning seating to guests.

What should be included in a wedding seating chart template?

A wedding seating chart template should include the total number of guests, number of tables, guests names etc.

Seating Chart Wedding Template

Don’t worry too much about what to include in your spreadsheet.

Here are a collection of useful wedding seating chart templates to use for inspiration:

Wedding seating chart templates

To ensure that your wedding guests have a good time, think about how to best seat them during the reception.

Here are templates for your wedding seating chart.

Get the spreadsheet →

Wedding seating chart template

Here is a wedding seating chart template that you can download and edit in Google Docs.

This wedding seating chart template can be used for any sort of reception table arrangement.

You just need to click and fill in the names of the people you want at each table, and then copy and paste the information to make modifications.

This is a great way to make a seating chart if you aren’t sure about table sizes and layouts yet.

Excel seating chart template

If you’ve got a guest list, this Excel seating chart template can help you build a table layout.

There are a total of five tabs in this spreadsheet.

The first one walks you through the process of creating a table plan step-by-step.

Wedding seating arrangement

Use this seating chart template to plan your wedding reception and seat your guests.

Every visitor and member of the wedding party may be accommodated with a variety of table configuration choices, including table entry for the bride and groom.

With this easy-to-use design template, you can change the colors and fonts to fit your wedding colors.

Wedding Seating Chart FAQs

Who sits at table 1 at a wedding.

The bride and groom might choose to sit together at a sweetheart’s table or at a bridal party table with all of the other members of the wedding party.

A table with the Best Man, Maid/Matron of Honor, parents, and grandparents is also a popular option for couples who want to include their closest family members.

How do I make a wedding seating chart?

• Get a copy of the floor plan
• Arrange the DJ or band, food, and any other necessary party extras on the floor plan
• Select the shapes and sizes of the tables
• Determine how many tables you’ll need
• Place the guests’ tables according to the seating chart you created on your computer
• Decide where the newlyweds will sit

Do the parents of the bride and groom sit together at the reception?

Parents of the couple often dine together during their wedding reception, along with either the officiant or his or her spouse (depending on whether or not they attend the reception).

If your parents are separated or divorced, it’s likely that you’ll want to have separate tables for each parent and their spouse.

You might also like :

• Wedding Vows Template
• Wedding Guest List Template
• Wedding Ceremony Template
• Wedding Party Lineup Template
• Wedding Speech Template
• Wedding Table Number Template
• Wedding Orders Of Service Template

Think I’ve missed a wedding seating chart template? Or maybe you’ve made your own that isn’t on the list? Just let me know and I’ll add it.

Remember, I didn’t make any of these things, I just collected them. So please thank the creators themselves if you find them useful for your wedding 🙂

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16+ Table Seating Chart Templates – DOC, PDF, Excel

A table seating chart is a vital tool while you are planning your wedding reception . Such Seating Charts allow you to signify the exact seating or placement of your guests at the reception venue beforehand which further ensures comfortable seating arrangements for every guest. It’s the usual practice to assign seats next to familiar faces so that the guests don’t have to sit with strangers. You may also Like Classroom Seating Chart Templates.

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